Consideration and Approval of Contract:  On-Call Professional Water, Wastewater, and Energy Engineering Consulting Services.

1. Approve the eleven (11) On-Call Engineering Consulting Service Contracts for Water Treatment, Wastewater Treatment and Energy Efficiency to the following firms;

• (4) Water Treatment: Brown & Caldwell, Carollo, NCS and Tata & Howard
• (4) Wastewater Treatment: Black & Veatch, Brown & Caldwell, Carollo and Water Works Engineering
• (3) Energy Engineering: NCS Engineering, Tata & Howard and Wendel

 2.  Authorize the City Manager to execute the necessary documents

The City of Flagstaff currently hires engineering consultants from an on-call list to provide professional engineering services for specialized water treatment, wastewater treatment and energy efficiency consulting services for a series of Water Treatment and Wastewater Treatment system improvements at various locations within the City. The existing contract expired in December 2017 and the City re-solicited an RSOQ for engineering firms to provide this service. This On-Call list of engineering firms serves to pre-qualify a list of Firms that the City can quickly utilize when issues arise in operations and/or need design services.  This On-Call professional services list saves valuable time in delivering projects and do not exceed $100,000 in total design costs. Staff will utilize the annual expenditure cap of $500,000 per consultant and discipline as prescribed by the Arizona Revised Statutes.

In lieu of attaching 11 separate contracts representing each consultant, a sample services contract is attached to the staff summary that will be used for each of the consultants upon approval by the council. The term of the contract for each consultant in all discipline areas is for three (3) consecutive years, with two (2) additional one-year optional renewals thereafter.

No immediate financial impact. Costs will be expended from the Water Services Department capital improvement and operational capital budgets already approved by Council and allocated to the individual projects. Each consultant's pricing schedule is on file with the Purchasing Section and will be incorporated as part of each consultants contract. Pricing varies among consultants.

Quality Reliable Infrastructure

On 12-18-2012 Council approved prior on-call contract for these engineering services. That contract has expired.

1. Approve the contracts with the firms in all disciplines as presented
2. Approve a smaller number of contracts overall or by discipline
3. Reject the On-Call services contracts and solicit for each individual capital project related to Water Treatment, Wastewater Treatment and Energy Efficiency Improvements on an as needed basis.

The City of Flagstaff Water Services Division currently hires engineering consultants that specialize in water treatment, wastewater treatment, process, hydraulic modeling and energy services from the on-call professional services contract. The existing professional services contract expired in January 2018.

In March 2018, the City solicited a Request for Statement of Qualifications (RSOQ) for On-Call Professional Engineering Consulting Services in three discipline areas; Water Treatment, Wastewater Treatment, and Energy Efficiency. The City received a total of 21 statements in the three discipline areas. An evaluation committee was formed consisting of 5 members, including one member outside of City employment, all having experience working in or with these specialized professional services. The evaluation process reviewed each company's submittal with respect to their project team, personnel. experience in the discipline, project approach, response time and any added value knowledge of the City's existing Treatment plants. Pursuant to the overall aggregated scoring of the evaluation committee, the top candidates were identified and are being recommended to council for an award. Attached is the summarization of the overall scoring. 

Staff is recommending the total amount of awards available pursuant to the RSOQ. The RSOQ solicitation stated that awards may be made up to but no more than the following number of firms by discipline:

Water Treatment Engineer - 1-4 firms
Wastewater Treatment Engineer - 1-4 firms
Energy Efficiency Engineer - 1-3 firms
 

The On-Call Professional Water, wastewater, Energy Engineering Consulting Services Contracts save time and money for all parties involved. The consulting engineers are relieved of many hours of proposal preparation and interview time, along with the related expenses. The City saves the cost of multiple legal advertisements, and the extensive staff time and related expenses involved with individually advertising and selecting consultants for each individual project. On-Call Service Contracts are specifically addressed and authorized by the Arizona Revised Statutes and they adhere to current City of Flagstaff procurement standards.

The engineering firms on the On-Call list specialize in Water Treatment, Wastewater Treatment, Hydraulic Modeling, and Energy Efficiency. Water and sewer pipeline and delivery infrastructure design are not included in this request, there is already an established on-call list for pipeline and roadway engineering services. 

The City does not guarantee an engineering firm on the list will be awarded a contract. The number of firms selected in each discipline directly relates to the amount of engineering services required for the budgeted capital projects in that area. Based on Water Services FY2019-2024 5 year capital plan we are only submitting (4) Water Treatment firms,(4) Wastewater Treatment firms and (3) Energy Engineering firms.

On-call Professional Service Contracts save time and money for all parties involved. The consultants are relieved of many hours of proposal preparation and interview time, along with related expenses. The City saves the cost of multiple legal advertisements, staff time and related expenses involved in individual soliciting and selecting for each separate project. On-Call services contracts are specifically addressed and authorized by the Arizona Revised Statutes and they adhere to current City of Flagstaff procurement standards.

 

• The $500,000 annual cap is a not to exceed amount. This cap amount is pursuant to Arizona Revised Statutes for professional engineering services.
• Efficiencies in obtaining technical services will help the Water Services Division deliver the Council approved capital projects within the same budgeted fiscal year.
• The scope of Work, schedules and task-specific fee proposals for Task Orders will be formulated on an as needed basis. Task Orders associated with these contracts will be charged directly to specific projects and their budgets. All Task Orders will be reviewed and approved by Division Departments heads prior to execution.

The On-Call Professional Water, Wastewater and Energy Engineering Consulting Service Contracts will benefit the community by ensuring the municipal wastewater treatment system and water treatment facilities are operating safely, smoothly and efficiently and the city's water and sewer services are provided with no interruption.

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